The 30% Of Your Business You Are Not Optimizing: Outcome-Driven Meetings with Instant Agenda

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Abstract
Most of us hate meetings. Why is nobody fixing that?
We’ve spent billions over the past several decades to improve the agility and effectiveness of our
development practices and management. As knowledge workers, we spend up to 30% of our
time in meetings – why have we virtually ignored them?
In this session, we will teach facilitation practices that can be used by anyone to significantly
improve meeting effectiveness and outcomes. We’ll show how a simple product like Instant
Agenda can guide this process and help you, even if you have no formal facilitation training.
Michael
Ball-Marian
CA Technologies
Intrapreneur
Rick
Lansky
CA Technologies
Intrapreneur

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Agenda
MEETINGS ARE EVIL! KILL ALL MEETINGS!
7 ACTIONS TO DRAMATICALLY IMPROVE MEETINGS
SNEAK PEEK AT INSTANT AGENDA
CONCLUSION
1
2
3
4

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97%
Source: https://arxiv.org/pdf/1306.1927v1.pdf

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Source: https://e-meetings.verizonbusiness.com/global/en/meetingsinamerica/uswhitepaper.php
37%

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Sources: http://tinyurl.com/zkdjh3y and
https://www.researchgate.net/publication/3889414_Meeting_Analysis_Findings_from_Research_and_Practice
30%to
50%

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1,000 Employees
624,000 Hours In Meetings (30%)
187,200 Hours Wasted (30%)
$75 Burdened Hourly Rate
$14,040,000
Source: https://arxiv.org/pdf/1306.1927v1.pdf

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Source: Public Domain

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#1

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You have three boxes of fruit. One contains just apples,
one contains just oranges, and one contains a mixture
of both. Each box is labeled -- one says "apples," one
says "oranges," and one says "apples and oranges."
However, it is known that none of the boxes are labeled
correctly. How can you label the boxes correctly if you
are only allowed to take and look at just one piece of
fruit from just one of the boxes?

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Photo Credit: CC0 License (Free for personal and commercial use)

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You have three boxes of fruit. One contains just apples,
one contains just oranges, and one contains a mixture
of both. Each box is labeled -- one says "apples," one
says "oranges," and one says "apples and oranges."
However, it is known that none of the boxes are labeled
correctly. How can you label the boxes correctly if you
are only allowed to take and look at just one piece of
fruit from just one of the boxes?

18 © 2016 CA. ALL RIGHTS RESERVED.@CAWORLD #CAWORLD
Photo Credit: CC0 License (Free for personal and commercial use)

19 © 2016 CA. ALL RIGHTS RESERVED.@CAWORLD #CAWORLD
You have three boxes of fruit. One contains just apples,
one contains just oranges, and one contains a mixture
of both. Each box is labeled -- one says "apples," one
says "oranges," and one says "apples and oranges."
However, it is known that none of the boxes are labeled
correctly. How can you label the boxes correctly if you
are only allowed to take and look at just one piece of
fruit from just one of the boxes?

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’16© 2016 CA. ALL RIGHTS RESERVED.@CAWORLD #CAWORLD20

21 © 2016 CA. ALL RIGHTS RESERVED.@CAWORLD #CAWORLD

22 © 2016 CA. ALL RIGHTS RESERVED.@CAWORLD #CAWORLD
#2

23 © 2016 CA. ALL RIGHTS RESERVED.@CAWORLD #CAWORLD World®
’16© 2016 CA. ALL RIGHTS RESERVED.@CAWORLD #CAWORLD23

24 © 2016 CA. ALL RIGHTS RESERVED.@CAWORLD #CAWORLD
#3

25 © 2016 CA. ALL RIGHTS RESERVED.@CAWORLD #CAWORLD
Source: Public Domain & Wikimedia “Creative Commons” License.

26 © 2016 CA. ALL RIGHTS RESERVED.@CAWORLD #CAWORLD
#4

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’16© 2016 CA. ALL RIGHTS RESERVED.@CAWORLD #CAWORLD27

28 © 2016 CA. ALL RIGHTS RESERVED.@CAWORLD #CAWORLD
#5

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30 © 2016 CA. ALL RIGHTS RESERVED.@CAWORLD #CAWORLD
#6

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#7

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Instant Agenda

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36 © 2016 CA. ALL RIGHTS RESERVED.@CAWORLD #CAWORLD
Instant Agenda: Meetings Don't Have to Be Evil
Thursday, 3:45p
We’ll demonstrate how Instant
Agenda can be used to plan
and facilitate more effective
meetings.
Location: Theater

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Conclusion

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39 © 2016 CA. ALL RIGHTS RESERVED.@CAWORLD #CAWORLD
Top 7 Tips For More Effective Meetings
#1 – Maker Time & Manager Time
#2 – Plan your meetings. Purpose. Agenda. Conditions of satisfaction
#3 – Use a timer
#4 – Encourage Participation
#5 – Embrace the Groan Zone
#6 – Track Action Items Explicitly
#7 — Send a Meeting Summary Immediately

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Agile Management
For more information on Agile Management, please visit:
http://cainc.to/9Zed5W

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